Vendor mail lets you raise a question about an invoice with your supplier straight from the reconciliation result, instead of writing to them separately. The email refers to the reconciliation records and includes a link to a CSV file of those records, which your supplier can open. You can send mail in two ways: to one vendor at a time, or in bulk to many vendors.

Send mail to one vendor

1. In Invoice Actioning, either filter by one Counterparty GSTIN, or select invoices of the same counterparty without filtering.
2. Select Send Mail.
3. Check the mail that opens. The To and CC addresses are prefilled from Vendor Master, and you are copied automatically. You can edit the subject and the message. The message holds a link to a CSV file of the invoices you selected.
4. Send the mail.

One mail covers all the invoices you selected for that vendor, whether they are on one page or across pages with Select All. If your selection includes invoices of more than one counterparty, the system shows an error, so select the invoices of one vendor at a time.

Send bulk mail to many vendors

Before you start, make sure each vendor’s To and CC email addresses are entered in Vendor Master. The system uses those addresses for bulk mail.

1. In the reconciliation result, filter by up to 50 Counterparty GSTINs.
2. Select the invoices. Select All works here too.
3. Select Bulk Mail.

The mails go out in the background to the addresses in Vendor Master, each with a link to a CSV file of the records. If several GSTINs share the same To or CC address in Vendor Master, their records go into one file and one email to that address. You can track bulk mails in Logs > Bulk Mail History.

See which invoices have been mailed

Use the Mail Sent filter to see which invoices have already been mailed, so that you do not write to the same vendor twice about the same invoice.